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What type of response do you need? There is a major difference between answering, “Will you be joining us for lunch before the team meeting?” and “Can you give me the details about the work we did for the client during Q2?” You want to make it easy for people to respond by choosing the most convenient route. And if your message requires input from multiple stakeholders, you’ll likely want to plan a conference call or meeting. But if there are complex details and nuances-or if you’re dealing with a sensitive topic-a phone call or quick face-to-face might be more appropriate. What is the nature of the subject? Is it specific and purely informational? Then an IM or email may be the best route. To determine whether it is more effective to IM someone, send an email, pick up the phone, or schedule a meeting, ask two questions: In order to get the response you need, when you need it, you must make it as easy as possible for the recipient to get back to you-and this is where choosing the right medium makes a difference. Your colleagues have plenty on their own to-do lists. In fact, it can slow you down or muddle an important message, such as in the example above.Īs the person sending the message, it’s your job to select the right vehicle for what you’re trying to convey or ask. And while email is great for recaps, updates, and other informational exchanges, there are many situations where it’s not the best form of communication. We default to email to connect with people – to the tune of 122 business emails, on average, per person per day. The email quickly got buried, and after a week went by, it was forwarded to me again, with a note: “Wanted to make sure you received this.” This time, I picked up the phone, and after a five-minute discussion, he got what he needed. So I skipped it, planning to return to it later. I realized an appropriate response would take more time than I had at that moment. A few weeks ago, I saw an email in my inbox from a member of my sales team.